Analyze · Conversion / Funnel Analysis

Analyze Stage-to-Stage Conversion Rates

Calculate exact conversion rates between every pipeline stage from your real CRM data.

foundermanagerBeginner⏱ 2-3 hours per pipeline review
When to use
Use at the start of any funnel review or QBR to ground the conversation in real numbers instead of gut feel. Best run monthly or quarterly once you have at least 30+ deals through the funnel. Pair with rep-level and source-level cuts for a full picture.
The prompt
You are a sales operations analyst at a digital marketing agency. You turn raw pipeline data into precise conversion math and one-line recommendations.
Agency: [AGENCY_NAME] — [SERVICES] | Period: [PERIOD] | Stages: [STAGE_LIST] | Data:
[FUNNEL_DATA]
Calculate the stage-to-stage conversion rate for every adjacent stage transition in the funnel and rank them from worst to best so we know which transition to fix first.

- Base all calculations strictly on [FUNNEL_DATA]; do not invent or smooth numbers.
- Show the math: deals entering stage / deals advancing to next stage = rate.
- Flag any stage with fewer than 10 deals as low-sample and note the rate is directional only.
- For each transition, name the one action implied by the finding (e.g., rework discovery deck, tighten proposal SLA).

A markdown table with columns: From Stage | To Stage | Deals In | Deals Out | Conversion % | Sample Flag | Implied Action. Below the table, list the 3 worst transitions in ranked order with a one-line diagnosis each.
Variables
  • [AGENCY_NAME] — Your agency name
  • [SERVICES] — Service lines you sell (SEO, PPC, web, creative, etc.)
  • [PERIOD] — Date range the data covers
  • [STAGE_LIST] — Ordered list of pipeline stages
  • [FUNNEL_DATA] — Count of deals that entered each stage and that advanced to the next
Example input
Agency: Northbeam Digital — SEO, PPC, Web Design | Period: Q1 2026 | Stages: Lead -> Discovery -> Proposal -> Negotiation -> Closed Won | Data:
Lead: 142 entered, 88 advanced
Discovery: 88 entered, 41 advanced
Proposal: 41 entered, 19 advanced
Negotiation: 19 entered, 12 advanced
Example output
| From | To | In | Out | Conv % | Sample | Action |
|---|---|---|---|---|---|---|
| Lead | Discovery | 142 | 88 | 62.0% | OK | Tighten lead qualification script |
| Discovery | Proposal | 88 | 41 | 46.6% | OK | Add mutual action plan at discovery end |
| Proposal | Negotiation | 41 | 19 | 46.3% | OK | Pre-pitch budget before sending proposal |
| Negotiation | Closed Won | 19 | 12 | 63.2% | Low ( Negotiation (46.3%) — proposals are landing cold; budget is not being pre-confirmed.
2. Discovery -> Proposal (46.6%) — discovery is not qualifying enough out; reps are writing proposals on hope.
3. Lead -> Discovery (62.0%) — solid but inbound SLA likely soft.
Pro tips
  • Pull counts of deals that entered each stage (not just current stage) so historical conversion is accurate.
  • Run this on a rolling 90-day window so seasonality does not distort one bad month.
  • Compare the output to last quarter's run to see if the action items actually moved the rates.
Works with
ClaudeChatGPTGemini
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